Privacy Notice - Leisure Services

This page tells you what Leisure Services at Spelthorne Borough Council does with your data.

Please keep this page for future use. 

Spelthorne Borough Council (SBC) is committed to protecting your privacy and security. This notice explains how and why Leisure Services use your personal data, to ensure you remain informed and in control of your information.

Who we are and what we do

Leisure Services uses the data you supply to provide courses, events, services and activities of public interest in Spelthorne and associated mailing lists.  Leisure Services is part of Spelthorne Borough Council who is the data controller for the personal data that we collect. 

What information we may collect

The information you will need to provide will depend on the activity or event. This includes information you give when joining, registering, attending one of our events, courses or accessing our services.

Personal data (name, date of birth, email, address, telephone etc)

Special category data (Health and medical details, benefit information)

Personal data of others (details of Emergency contacts)

If you are providing us with details of emergency contacts they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the "Your rights" section below.

Who might we share your information with?

We will need to share your data with Leisure Services staff.  If we use a third party to provide you with council services we will pass your details to them in order that they can provide the service. The third party will only be able to use data to provide the services and for no other reason.  Third parties include sports clubs, volunteers, coaches, etc.

We may share your data with others, but only where this is necessary; either to comply with our legal obligations or as permitted by Data Protection legislation.  This includes for the purpose of the prevention and/or detection of crime.

We may also use your personal data if it is in your vital interests, where your life is or could be in danger. This will not happen very often, if at all, but it will help to identify and assist individuals whose vital interests are threatened, and /or who need additional support during emergencies or major incidents, for example emergency evacuation.

We will never share your information for marketing purposes.

How long will we keep your data for?

For adult events attended your data will be stored for up to two years from when the relevant event has taken place, or in the case of child events your data and the relevant child/children data for up to 6 years after the relevant event has taken place.

If an accident or incident occurs at one of our events or activities then we will keep a record of this for 7 years (adult) and for a child until they reach 21 years of age, which may include personal data and sensitive personal data.

If you have signed up to be included on our mailing lists we ask for your consent to receive marketing emails and will keep your data until you ask to be removed from the mailing list. 

If you have signed up as a volunteer we will keep your data for 6 months after you stop being a volunteer.

Processing based on consent

You are required to provide us with details of any disabilities, conditions or special needs that you/ your child has in order for us to run the sessions successfully.  We will ask for your consent to use and share such details. 

You have the right to withdraw your consent at any time by emailing leisure@spelthorne.gov.uk.  However withdrawing consent may mean that we cannot offer the service to you/ your child. 

Unless there is another legal basis for us to process your data we must stop processing your data when you withdraw consent. This may mean that we can no longer provide services to you. 

Your rights

You have the following rights:

• you have the right to be informed via Privacy Notices such as this
• you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a request in writing (known as a subject access request)
• if you find that the information SBC holds about you is no longer accurate, you have the right to ask to have this corrected
• you have the right - under certain conditions - to ask us to erase your personal data
• you may request that SBC stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties)

To exercise any of these rights contact the Data Protection Officer.  The Data Protection Officer manages the Council's compliance with Data Protection legislation by providing advice, guidance and training on the handling and sharing of personal information.

Spelthorne Borough Council's Data Protection Officer may be contracted by emailing data.protection@spelthorne.gov.uk or by writing to the Data Protection Officer at Spelthorne Borough Council, Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB.

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

The ICO will always expect you to have raised your concerns with us before submitting a complaint.

For further information contact the Leisure team at Spelthorne Borough Council,

Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB